Capture Invoice Clerk:
A flag to require a Clerk Code can be set in the Company Security Parameters.
If this is not set then the current operator code will
automatically display and the field will be skipped.
If a valid Clerk Code is mandatory, a further flag can be set to require the clerk's password to verify the clerk's identity. Three attempts to enter the correct password are allowed before the operator is refused access.
Note: A separate Security Parameter in the Divisional Invoice Parameters controls the clerk requirement on Point Of Sale Invoices.
Capture Invoice Salesman:
A flag in the Required Document Information of the Company Contract Parameters, can be set to make the
salesman a mandatory field on all documents.
Cannot Change Existing Invoices:
A security feature can be set to prevent specific operators from
re-accessing existing invoices. This protects against invoices
being modified prior to posting.
The control can be set by operator code in Operators.
When this feature is active, the operator can create new invoices
but cannot re-access existing ones.
Site Required:
A flag in the Company Contract Parameters
can be set, forcing the operator to enter a valid site code on each
invoice.
Note: Sites do not apply to Point Of Sale Invoices.
Customer Name Check:
The Required Document Information in the Company Contract Parameters, can be set to force
operators to select a name from the Name
Check Select window, defined with a permission Status allowing
the named person to rent.
Note: The Name Check List does not apply to Point Of Sale Invoices.
I.D. and Reference:
These information fields can be optional or mandatory according to
the parameter setting in Divisional
Miscellaneous Parameters.
This information prints out on the invoice.
Purchase Order Number:
Some customers require P.O.'s on all documents.
If this applies, the Require P.O. flag can be set for the
customer in Customer Information.
An optional blanket P.O.# can also be assigned in to the customer,
that defaults to all P.O. fields for the customer, but can be
over-typed when required.
Credit Limit Checking:
A flag in the Company Security Parameters
can be set to prevent a customer number from being entered on a
document if the customer's Credit Limit has been reached or
exceeded.
If this feature is not activated, a Credit Limit warning still
displays on the screen, but this will not prevent the transaction
from being entered.
Allow Override of Rental Rates:
The Company Security Parameters sets a
company-wide rule on whether rental rates and rental dollar amounts
on product details can be over-ridden on invoices generated from a
contract billing, such as cycle billing and rental return.
When set to prohibit rate over-rides, any rate adjustments must be
made through the discount process, rather than directly to the
rental charge.
Note: Rate over-ride on rental products entered directly on an
invoice are not limited by this security setting.
Field Access Security in Security Role Permissions can further restrict the ability to change rental rates by individual operators.
Field Access Security:
Additional role security can be set to restrict certain actions in
document entry by field as defined for the operator in Security Role Permissions.
This security feature can be used to control the operator's ability
to over-ride field values including product description, discount
percents, dates/times, quantities, rates, price, and terms.
Specific role permissions can be set on invoices generated from a Contract through Cycle Billing or Rental Return to control the operator's ability to change contract billings.
Rounding the Invoice Total:
The feature to round the invoice total to one of 5, 10, 25, 50
cents or to the nearest dollar, can be activated in the Company Invoice Parameters.
The rounding difference is posted to a Service
Code as defined in the Company Invoice
Parameters.
The service code and plus/minus amount prints on the invoice.
Generate Packing Slip:
The option to print the Return/Packing Slip is provided if the
Print Return Slip After Counter Invoice is activated in the
Divisional Invoice Parameters.
Post Document Discounts To G/L:
The Company Posting Parameters controls how
discounts given on sales and rentals, are posted to the General
Ledger.
When discounts are posted separately, the gross product charge
is posted as a Credit to the product Revenue account and any
discounted amounts are posted as Debits to the Discount Expense
account.
The Discount G/L Expense account must be defined in each Product
Class for the discount postings.
Operator Time Charge Invoices:
Time Charge Invoices that have been created in Generate Operator Charge Invoices and are not yet
posted, can be reviewed here and changes can be made.
Header information can be changed, and details can be adjusted or
deleted, but the product numbers cannot be changed and no new
product details can be added. Services can also be added as
required.
In Time Charge Invoices, the product comments can be accessed in
the Expanded product detail of the Time Charge Invoices. Though
multiple lines of comments can be entered, only the first comment
line will print on the invoice from Print
Operator Charge Invoices.
Credit Invoices:
Credit Invoices can be generated by entering a negative rental or
sale quantity in the invoice details from either the
Miscellaneous Invoice option on the Counter menu, or from
the Credit Invoice option on the "Account Adjustments"
submenu on the A/R menu.
For information pertaining to Credit Invoices refer to Credit Invoices .
Performance Questions:
A performance check can be setup using Performance Questions to prompt staff to report on
your key performance indicators when the document is completed by
clicking on the PERFORMANCE button in the Invoice Totals screen.
Note: This feature does NOT apply to Point Of Sales Invoices, Rental Return Invoices, Cycle Billed Invoices, or Work Order Invoices.
The Site field does not apply in Point Of Sale Invoices, and defaults to the blank site#.
Damage Waiver does not apply in Point Of Sale Invoices.
To force the operator to enter a clerk on the invoice, the
Point Of Sale Invoice Prompt for Clerk Out flag can be set
in the "Document Settings" of the Divisional
Invoice Parameters.
The clerk code prints on the invoice document.
A further flag can be set in the Company Security Parameters to require the operator's password for validation.
To further speed up data entry, the Point Of Sale Invoice Cash Only flag can be set in the "Document Settings" of the Divisional Invoice Parameters and the following rules apply:
To speed up product entry on the invoice details, check the
Fast Entry Of Sales Items flag in Operators.
This causes the "Description", "R/S" and the "Unit Price" fields to
automatically use the default.
These fields can still be accessed if required.
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